Job Opening

Posting Title: Administrative Assistant, G6
Department/Office: Department of Operational Support
Duty Station: NEW YORK
Posting Period: 27 December 2021 - 25 January 2022
Job Opening Number: 21-Administration-DOS-171349-R-New York (R)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Org. Setting and Reporting

This position is located in the Administration Section (AS) of the Facilities and Commercial Activities Service (FCAS), Division of Administration (DOA), Department of Operational Support (DOS). The incumbent reports to the Chief of Section and the Associate Administrative Officer.

The Department of Operational Support was established to provide operational advisory services to operating entities across the Secretariat, including other departments, offices away from headquarters, field missions, and regional commissions. The Facilities and Commercial Activities Service (FCAS) operates the Headquarters complex, striving to provide effective and efficient planning, management, maintenance and operation for all existing physical facilities and assets at the UN Headquarters, New York. FCAS also supports office and conference facilities, property management, travel and transportation services, archives and records management, mail and pouch operations, catering, giftshop and the United Nations Postal Administration.


Under the overall guidance of the Chief of the Section and the direct supervision of the Associate Administrative Officer, the incumbent is responsible for the following:

Human Resources Management:
-Provide a wide range of administrative support to the supervisors, particularly in managing the overall staffing resources of the Facilities and Commercial Activities Service (FCAS).
-Initiate, review, process and follow-up on actions related to human resource activities of FCAS , e.g. recruitment and administration of staff, interns and consultants, replacement, promotion, reassignment, extension of appointments, job classification reviews, and separation of staff members etc., ensuring consistency in the application of UN rules and procedures.
-Coordinate extensively with the Programme Managers within FCAS and provide guidance and advice as necessary.
-Maintain liaison with the Headquarters Clients Support Service (HQCSS) and the Office of Human Resources (OHR) to follow-up on status of personnel actions requested, and providing any additional information as required.
-Prepare temporary job openings (TJOs) and initiate job openings (JOs) in Inspira. Coordinate with HQCSS and OHR for posting of TJOs on iSeek or JOs in Inspira, as required.
-Review applications, prepare draft preliminary evaluations and assist in identifying the shortlist of candidates for further review by the respective Programme Managers.
-Process and/or review the evaluations in Inspira and prepare responses to queries by OHR and Central Review Bodies (CRB) as necessary.
-Monitor the processing and implementation of administrative actions.
-Keep track of the status of vacancies, performance management activities, and other staffing actions. Prepare overview/status reports on a regular basis.
-Monitor the staffing table and prepare relevant statistical data and organizational charts.
-Review the post incumbency report and/or details staffing reports from the relevant enterprise systems and coordinate with HQCSS on any discrepancies to ensure accuracy.
-Assist in the preparation of human resource requirements for budget proposals, including with regard to re-organizations, preparation of new job classifications, and review of reports for the governmental bodies.
-Respond to inquiries and provide information and advice to individual staff and managers on relevant staff rules, regulations and administrative procedures, processes, and practices.

General Administration:
-Draft correspondence to support human resources related activities and to respond to inquiries with respect to relevant administrative and personnel matters.
-Provide guidance to other administrative assistants and train junior General Service staff as necessary.
-Perform other duties as assigned by the supervisors.

Contract Administration:
-Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services.
-Audits the contractors' invoices against the goods and services provided by the contractor and approved by the UN.
-Processes the payment of contractors' invoices and monitor payments.
-Prepares and processes all UN forms and permissions for contractual and work Unit, Section or Service UN staff, including: UN grounds passes, property passes, UN parking permits, swipe-card access and door keys.

-Assist with budget, finance and other administrative matters as may be required.


• PROFESSIONALISM: Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Knowledge of administrative procedures, particularly in the field of human resources and financial policies, based on public organization standards, international organizational standards and sector best practices. Ability to research, review, organize and summarize data and information required for reports and meetings etc.; ability to be discrete and maintain confidentiality; ability to establish effective and trust based relationship with counterparts; ability to work independently and produce quality outputs under tight deadlines while paying attention to details; ability to apply good judgment in the context of assignments given. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.

• COMMUNICATION: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.

• PLANNING AND ORGANIZING: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.


High school diploma or equivalent is required.

Job - Specific Qualification

Passing the Global General Service Test (GGST) is a prerequisite for selection consideration in the General Service and related categories in the United Nations Secretariat. Successful passing of the United Nations Administrative Support Assessment Test (ASAT) in English or French may be accepted in lieu of the GGST. Have you passed such a test? (If yes, please indicate the year and duty station where you passed the test.)

Work Experience

A minimum of seven years experience in administrative services, finance, accounting, audit, human resources or related area is required.

Experience in recruitment and selection within an international organization or public institution is required.

Experience using talent management systems such Oracle/ People Soft is desirable.

Experience using Enterprise Resource Planning (ERP) Systems such as SAP is desirable.

Experience in Organizational Management is desirable.


English and French are the working languages of the United Nations Secretariat. For the position(s) advertised, fluency in English is required. Knowledge of another official United Nations language is an desirable.


Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice

Appointment or assignment against this position is for an initial period of one year.

This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.

At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.

The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee


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